CARES Act: COVID-19 Response ESG-CV Grant Awards CDBG-CV Grant - - PowerPoint PPT Presentation

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CARES Act: COVID-19 Response ESG-CV Grant Awards CDBG-CV Grant - - PowerPoint PPT Presentation

Feb 18, 2023 133 likes •689 views

CARES Act: COVID-19 Response ESG-CV Grant Awards CDBG-CV Grant Awards CONTRACT TRAINING PART 1(a) OF 3 CONTRACTING 101 (in-depth training for agencies which have NOT had a CDBG or ESG contract with SLCo HCD in the past 3 years) PART I(a):

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CARES Act: COVID-19 Response

ESG-CV Grant Awards ♦ CDBG-CV Grant Awards

CONTRACT TRAINING PART 1(a) OF 3

CONTRACTING 101 (in-depth training for agencies which have NOT had a CDBG or ESG contract with SLCo HCD in the past 3 years)

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PART I(a): CONTRACTING 101

(in-depth training for agencies which have NOT had a CDBG or ESG contract with SLCo HCD in the past 3 years)

  • or-

PART I(b): CONTRACTING 201

(refresher & new info for agencies which HAVE had a CDBG or ESG contract with SLCo HCD in the past 3 years)

PART II: MONITORING PART III: FISCAL REQUIREMENTS

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PART I(a): CONTRACTING 101

(in-depth training for agencies which have NOT had a CDBG or ESG contract with SLCo HCD in the past 3 years)

Click HERE to link to recorded training webinar (YouTube)

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SLIDE 4

Training Topics – Part I(a)

Contract Development Process, Timeline, & Required Documents General Terms & Conditions Compliance Funding Source Specifics Program Requirements, Waivers Reporting Capturing Data, Frequency, Submission, Housing Stability Outcome

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Contract Development Process

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Contract Development

  • Complete Training – Submit Completion Form
  • Compile Required Documents
  • Complete Draft Contract Worksheet Once Received From

Vikram (Triggered by receipt of completion form)

  • Upload to ZoomGrants
  • Develop, Document, and Implement Required Policies

and Procedures asap!

  • Schedule One-on-One Meeting
  • Meet with Karen & Vikram to Finalize Statement of Work

and Budget

  • Contract Drafted by SLCo Staff and Submitted to DA for

Approval-As-To-Form, and Division Director Approval

  • Contract Sent to Agency Via AdobeSign Routing For
  • Signature. Agency Contacts Receive Fully Executed

Copy Via AdobeSign.

  • TARGET DATE FOR COMPLETION: Prior to October

15th

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Required Documents

Department of Commerce Verification Supplier/Vendor Management Form (if needed) Send directly to suppliers@slco.org FFATA Checklist Disability & Non-Discrimination Employment Information Sheet ADA Questionnaire Contract Development Worksheet Indirect Cost Rate Certification Digital Copy of Most Recent Audit Digital Copy of Most Recent Bylaws Digital Copy of Articles of Incorporation Letter of Authorization for Contract Signatures from Board of Directors Current Insurance Certificates (if required)

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Access Documents

Links available on Tab #6

  • OR-

Visit HCD Applicant Portal

  • n Salt Lake County Website

https://slco.org/housing-community- development/applicant-and-provider- portal/partner-agency-resources/

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Federal Funding Accountability and Transparency Act (FFATA)

FFATA tracks all federal funds for Governmental Transparency Update System for Award Management (SAM) Registration every year FREE TO REGISTER

Federal Service Desk at www.fsd.gov or call 866-606-8220

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Insurance Requirements

Insurance is Only Required for Construction Contracts AND Service Contracts that are more than $50,000 Liability with SL County listed as an Additional Insured Workers Compensation Automobile Insurance with SL County as Additional Insured if travel is involved (Regardless of amount of grant award)

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General Terms & Conditions

 Period of Performance  Amendments  Program Compliance Subject to Funding Regulations  Employee Status Verification  Subrecipient vs Contractor  (Independent contractor in employment context w/County)  Insurance  Suspension or Termination  Record Keeping  Written Policies  Client Eligibility & Data

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General Terms & Conditions

 Annual Income Calculation  Conflicts of Interest  Confidentiality  Close-out Obligations  Audits & Inspections  Progress Reports  Prohibited Activities  Hatch Act (Political Activities)  Lobbying  Non-Discrimination  Equal Opportunity  Affirmative Outreach  Drug Free Workplace

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General Terms & Conditions

 Uniform Administrative 2 CFR 200 - Current OMB regulations  Indirect cost allocation & use of 10% de minimis rate  Cost Principles  Record retention  Procurement policies (Conflict of Interest)  Audits  Internal Controls  Confidentiality  Supplies / Computing devices  Single Audit threshold  Budget changes between line items require pre-approval  Program Income & Fees

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General Terms & Conditions

 Environmental Review  Ethical Standards  Public Funds  Licensing  Grantor Recognition  Section 504

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Funding Source Specifics

Refer to Tab # 5 In ZoomGrants Verify Your Staff Knows What Was Marked!!  Eligible Activities & Objectives  Eligible Geographic Area  Matching Funds  Income Eligibility  Licenses & Certifications  Other Eligibility Issues  Employee Status Verification System  Conflict of Interest Policy

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Funding Source Specifics

Refer to Tab # 5 In ZoomGrants Verify Your Staff Knows What Was Marked!!  Communication Policy  Language Assistance Plan  Non-Discrimination Policy  Procurement Policy  Demographic Record-Keeping  Eligibility Record-Keeping  DUNS#  Board Requirements  Other Restrictions

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Funding Source Specifics

  • Confidentiality: Ensure confidentiality of

records pertaining to the provision of family violence prevention or treatment services

  • Demographics: Must collect and report
  • Coordinated Entry Participation –

required for all agencies providing homeless services.

  • Populations Served: Must identify # of

clients served in each of the Urban County jurisdictions.

ALL FUNDING SOURCES

Requirements

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Funding Source Specifics

  • Income Eligibility & Documentation
  • Intake forms should be signed if serving as

certification of eligibility.

  • If presumed LMI, must also certify circumstances

e.g. DV or homeless.

  • Methods for calculating must be consistent for

EVERY client assisted within PROGRAM.

  • Income Calculator available on HUD Exchange
  • Use Federal Income Guidelines for HOME /

Section 8 Limits. 2020 limits posted.

ALL FUNDING SOURCES

Requirements

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Funding Source Specifics

  • Board Makeup - must provide for the

participation of homeless individuals in policy making and operations

  • Program must serve homeless individuals

and families. Clients must be certified to be

  • homeless. See definitions.
  • HMIS Participation – required for all agencies.

DV providers must use comparable database. CAPER will be generated out of HMIS for SAGE for CV funds.

  • Housing providers must have Emergency

Transfer Plan for DV victims.

ESG

Requirements

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Funding Source Specifics

  • Program managers should be very familiar

with requirements detailed in pages 6-15 of ESG contracts.

  • Coordination of services
  • Mainstream resources
  • Coordinated Assessment
  • Client evaluations
  • Re-evaluations for HP & RRH
  • Annual Income
  • Connecting to appropriate resources
  • Housing stability case mgt
  • Terminating assistance
  • Shelter & housing standards

ESG

Requirements

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SLIDE 21

Funding Source Specifics for CV $

Waivers and Alternative Requirements for the Emergency Solutions Grant (ESG) Program Under the CARES Act for the Emergency Solutions Grant Program Coronavirus Response Grants. https://www.hud.gov/sites/dfiles/OCHCO/document s/20-08cpdn.pdf

ESG-CV Requirements

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Funding Source Specifics for CV $

  • Match Requirement – None! (See Waiver)
  • RRH activities must serve extremely low-income

households at or below 30% of the Area Median Income (AMI). HP activities may serve very low-income households up to 50% AMI. (See Waiver) May be presumed LMI if certified homeless under HUD definition.

  • Must have written policies & procedures specific to ESG-

CV!

  • Prohibits using any funds to require people

experiencing homelessness to receive treatment or perform any other prerequisite activities as a condition for receiving shelter, housing, or other services

ESG-CV

Requirements

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Funding Source Specifics for CV $

  • Duplication of Benefits. HUD requires that

procedures are in place to prevent the duplication

  • f benefits when financial assistance is provided

with ESG-CV funds. Federal disaster law prohibits the provision of federal assistance in excess of need. Before paying a cost with federal disaster assistance, agencies must check to see that the assistance will not cause a duplication of benefits, meaning that the cost has not or will not be paid by another source. HUD sub-recipients are required to prevent the duplication of benefits when carrying out HUD funded programs to provide disaster assistance. Funding source, amount, and timing should all be considered to ensure benefits are not duplicated.

ESG-CV

Requirements

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Available ESG Program Waivers

  • HMIS Lead Activities 24 CFR

576.107(a)(2)

  • Re-Evaluations for Homelessness

Prevention Assistance 24 CFR 576.401(b)

  • Housing Stability Case Management

24 CFR 576.401(e)

  • Restriction of Rental Assistance to

Units with Rent at or Below FMR 24 CFR 576.106(d)(1)

ESG-CV

Requirements

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Funding Source Specifics

  • Match Requirement – None
  • Program must report on # of clients from eligible Urban County

jurisdiction, and detail of leveraged dollars in total program budget, in order to demonstrate reasonable benefit to Urban County jurisdictions.

  • Activities must serve very low- and moderate-income

households at or below 80% of the Area Median Income (AMI).

  • Employment e.g.

– No political, religious, lobbying or nepotism

  • Affirmative Action e.g.

– State in all solicitations or advertisements for employees that an Equal Opportunity or Affirmative Action employer

CDBG

Requirements

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SLIDE 30

Funding Source Specifics

  • Eligibility must be documented in case file!
  • Name
  • Address
  • Income
  • Description of services
  • COVID-19 impact
  • Determination of non-duplication of

benefits

CDBG

Requirements

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Funding Source Specifics for CV $

Notice of Program Rules, Waivers, and Alternative Requirements Under the CARES Act for Community Development Block Grant Program Coronavirus Response Grants, Fiscal Year 2019 and 2020 Community Development Block Grants, and for Other Formula Programs https://www.hud.gov/sites/dfiles/CPD/documents/F R-6218-N-01-CDBG-CV-clean-8-7-20-header-for- posting.pdf

CDBG-CV

Requirements

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Funding Source Specifics for CV $

  • Duplication of Benefits. HUD requires that

procedures are in place to prevent the duplication

  • f benefits when financial assistance is provided

with CDBG-CV funds. Federal disaster law prohibits the provision of federal assistance in excess of need. Before paying a cost with federal disaster assistance, agencies must check to see that the assistance will not cause a duplication of benefits, meaning that the cost has not or will not be paid by another source. HUD sub-recipients are required to prevent the duplication of benefits when carrying out HUD funded programs to provide disaster assistance. Funding source, amount, and timing should all be considered to ensure benefits are not duplicated.

CDBG-CV

Requirements

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Funding Source Specifics for CV $

  • Duplication of Benefits continued…
  • Agencies are required to develop and maintain adequate

procedures to prevent a duplication of benefits that address (individually or collectively) each activity or program. Policies and procedures are not adequate unless they include, at a minimum: (1) a requirement that any person or entity receiving CDBG-CV assistance (including subrecipients and direct beneficiaries) must agree to repay assistance that is determined to be duplicative; and (2) a method of assessing whether the use of CDBG-CV funds will duplicate financial assistance that is already received or is likely to be received by acting reasonably to evaluate need and the resources available to meet that need. Most CARES Act assistance programs have more limited durations for availability of assistance or a more limited scope of eligible activities or entities than does CDBG-CV. Agencies are strongly encouraged to become familiar with the range of available assistance and uses and apply its more flexible CDBG-CV assistance to unmet needs or to gaps, with special attention to the coronavirus response, prevention, or preparation needs of LMI persons.

CDBG-CV

Requirements

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Available CDBG Program Waivers

  • Emergency payments (rent, mortgage,

utilities, etc.)

  • Allows emergency payments for

individuals/families impacted by coronavirus for up to six consecutive months.

  • Emergency payments must be made to the

provider of such items or services on behalf of an individual or family, and not directly to an individual or family in the form of income payments, debit cards, or similar direct income

  • payments. CDBG-CV subrecipients must ensure

that proper documentation is maintained to ensure that all costs incurred are eligible. Agencies must document, in their policies and procedures, how they will determine the amount

  • f assistance to be provided is necessary and

reasonable

CDBG-CV

Requirements

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Contracts

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Tools & Resources

Links available on HCD Applicant Portal

https://slco.org/housing-community- development/applicant-and-provider-portal/

INCOME ELIGIBILITY CALCULATOR

https://www.hudexchange.info/incomecalculator/

INCOME ELIGIBILITY LIMITS FOR FY20

https://slco.org/housing-community-development/applicant- and-provider-portal/income-guidelines/

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Tools & Resources

Links available on HCD Applicant Portal

https://slco.org/housing-community- development/applicant-and-provider-portal/

  • Tools for Landlords with Tenants Impacted by

COVID-19 – This document will help landlords to engage with at-risk tenants while remaining in compliance with fair housing laws and understand the key elements of a repayment plan. The document provides links to sample rent repayment agreements.

  • Tenant Guidance: Rent Repayment Plans – This

document will assist at-risk tenants in understanding and pursuing rent repayment agreements with their landlords. The document includes links to helpful resources and a sample script for requesting a repayment agreement from a landlord. Use of this guidance is optional and agencies and tenants are strongly cautioned to review their state and local laws as under some laws, a tenant notifying an owner of the inability to pay rent is sufficient for the owner to initiate eviction proceedings.

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Tools & Resources

Links available on HCD Applicant Portal

https://slco.org/housing-community- development/applicant-and-provider-portal/

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Case Management & SAMi

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HOUSING STABILITY CASE MANAGEMENT & EVALUATION OF ONGOING NEED FOR ASSISTANCE For purposes of case management activities funded with Salt Lake County CDBG-CV or ESG-CV funds, or other funds awarded under the CARES Act: COVID-19 Response solicitation, housing stability case management describes a specific process which includes a standardized housing stability assessment updated monthly by clients who are receiving financial or rental assistance for the purpose of stabilizing in housing, and who are connecting with a case manager not less than once per calendar month to re-evaluate for need for

  • ngoing assistance. Monthly case management connections may be

conducted in person or virtually, and include the following components:

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 Monthly housing stability assessments  Document income, assistance, and expenses as necessary to evaluate the need for COVID related assistance, and to develop a budget  Documentation of client goals and specific action steps  Identification of barriers to completing the goals. Problem-solving. Connect to relevant resources.  Informs about requirements for various programs or

  • benefits. Facilitate intake or application processes

 Maintain a client record: interactions, assistance provided, goals established, progress made, barriers identified, resource referrals, and verification that the housing assessment was completed in that month **IT IS CRITICAL THAT AGENCIES MAINTAIN DOCUMENTATION OF COVID-RELATED NEED, AS WELL AS DOCUMENTATION OF ALL SOURCES OF BENEFITS TO ENSURE THAT BENEFITS ARE NOT DUPLICATED WITH CARES ACT FUNDS!

HOUSING STABILITY CASE MANAGEMENT COMPONENTS for SALT LAKE COUNTY CV CONTRACTS

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SLIDE 45

https://slco.org/housing-community-development/community- services/system-navigator-program-sami/

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Reporting Requirements

 Monthly Reporting  Smartsheet Submission through ZoomGrants Link on Reporting Tab

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Client Reporting

COVID-19 Related Level of Direct Assistance Case Managed

All Case- Managed Clients Received Direct Assistance COVID-19 Related Non COVID- 19 related Didn’t Receive Direct Assistance

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Client Reporting

COVID-19 Related Level of Direct Assistance Case Managed

All Case- Managed Clients Received Direct Assistance COVID-19 Related Non COVID-19 Related Didn’t Receive Direct Assistance

ALL case- managed client receiving direct assistance are required to complete either:

  • A. Monthly

Housing Stability Survey Online OR

  • B. Monthly

Assessment in SAMi

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Reporting on Smartsheets

  • More collaborative between HCD & Agency
  • Can quickly summarize reported data for HCD,

SLCo Admin, Agencies, and other stakeholders

  • Automated workflows can enable greater HCD

efficiency and effectiveness

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Getting from ZoomGrants to Smartsheets

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Getting from Zoomgrants to Smartsheets

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Recap – Part I(a)

Contract Development Process, Timeline, & Required Documents General Terms & Conditions Compliance Funding Source Specifics Program Requirements, Waivers Reporting Capturing Data, Frequency, Submission, Housing Stability Outcome

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SLIDE 53

Quick Quiz & Completion Form

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Resource Information

Karen Kuipers

Community Development Manager All Community Development Programs (385) 468-4863 Kkuipers@slco.org

Amanda L. Cordova

Community Development & Services Program Coordinator (385) 468-4891 Alcordova@slco.org

Vikram Ravi

Impact & Implementation Coordinator (385) 468-4870 VRavi@slco.org

Nancy Kessel

Contract & Compliance Specialist Monitoring & Davis Bacon Requirements (385) 468-4904 Nkessel@slco.org

Jennifer Jimenez

Management Analyst Environmental Reviews (385) 468-4887

Jjimenez@slco.org

Thomas Steffey

  • Asst. Fiscal Manager

Fiscal Compliance (385) 468-4903 Tsteffey@slco.org

Susan Sullivan

Fiscal Coordinator Billings (385) 468-4864 Slsullivan@slco.org

Kristen Beardall

Grant Accountant Billings (385) 468-4898 Kbeardall@slco.org